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RegistrarWorkshop
Has everyone signed the roster?
2014
Please use your legal
name, home address and phone and birth date
Course Credit
Regional Commissioners (RCs)?Experienced Registrars (RGRGs)?Brand new Registrars?Other Board Members?
2014
Who is here today?
Objectives
• Understand the role and responsibilities of the Regional Registrar.
• Review the resources available to help a Registrar be successful.
• Separate “fact” from “fiction” about registration.
2014 4
AYSO Mission
“To develop and deliver quality youth soccer programs, which promote a fun, family environment based on our 6 Philosophies:”
2014 5
Can you name them?
• Everyone Plays®
• Balanced Teams
• Open Registration *• Positive Coaching• Good Sportsmanship• Player Development
2014 6
The AYSO Program is open to all children
between 4 and 19 years of age who want to register
and play soccer.
That’s why we’re here!
AYSO Volunteers are Required To:
• Complete and submit a Volunteer Application form EVERY year.
• Be authorized to perform their jobs by their Region (or Area, Section or other AYSO authority).
• Act within their job descriptions and the AYSO policies, procedures and guidelines.
• Complete AYSO’s Safe Haven® training and be properly trained to do their jobs.
2014 7
Responsibilities• Plan annual registration of all
players and volunteers with the help of the Child and Volunteer Protection Advocate (CVPA) (volunteers) and Treasurer (fees paid).
• Reconcile registration forms with fees paid for each registration event.
• Maintain the Region’s player database in eAYSO.
2014 8
Responsibilities
• Every player and volunteer must be registered with AYSO EACH year to be covered by AYSO insurance.
• The National Player Registration Fee must be paid for each player prior to the start of the season; once per Membership Year.
2014 9
AYSO provides Registrars with a resource so that they know what to do and when
to do it, what is it?
2014
Resources
2014 Registrar 11
Your Job Description!
Where can you find it?
ayso.org
AYSO
Reference Book
Registrar’s Manual
Did You Receive Your Manual?
The Registrar’s Manual contains
everything you need to
know!2014 12
The Registrar’s best friend
is…
2014
AYSO’s Online Registration and
Administration System!
2014
How is your Region doing in the process of getting parents to use eAYSO to register their
children?
Submit questions via e-mail to: [email protected] help desk Call 1-866-588-2976
Advantages of eAYSO
2014
• Parents input player and volunteer information themselves.
• Automatically calculates National Player Fee invoices.
• eSignature enables electronic storage
• Features team balancing/formation.
• Team/Coach look-up for parents.
2014 16
The Region Setup tool allows Regions to define
the Registration experience for parents/volunteers
Help!Be sure to use
the online HELP functions
The key tool for Registrars is the
Region>Player>Registration
2014 17
2014 18
Note the Player Statuses
To Register an Applicant, Ck the box
and “Submit” ->To Drop a Player, Ck
the X box and “Submit” ->
Add a New Player from a hand signed form
Enter Payment Ck # and amount
A Post-it Note means check
remarks for notes
1. Completion and submission of an application (player or volunteer) and fees.
2. Acceptance of the application by the:• Registrar (player) and placement on
a team. OR• CVPA (volunteer) and assignment of a
volunteer position.
What are the two phases of the registration
process?
2014 19
• Completing a player or volunteer application either online or in person is the first step.
• Registrars must “accept” players and the CVPA must “accept” volunteers in eAYSO using the registration function.
2014
eAYSO Online HELP• Look for
answers in the eAYSO online HELP manuals!
• Go to www.ayso.org for eAYSO webinars
2014 21
eSignatures• Now available at no additional cost!• Parents/Volunteers complete and eSign
their Registration/Volunteer Applications online in eAYSO.
• eSigned Player and Volunteer forms do not have to be stored at the Region level after the season.
• eSigned volunteer forms are available immediately to Safe Haven for background checking and do not have to be mailed to the AYSO National Office.
• As of 8/1/14 eSignature in eAYSO will be required for players.
2014 22
New and experienced Registrars – let’s see how much you already know…
2014
2014
• A registered player is an official member of AYSO for a full year from August 1st through July 31st
• The Membership Year (MY) is designated as MYXXXX, where XXXX is the year when the membership period starts – MY2014.
Membership Year
If a Region has multiple playing seasons (Fall, Spring) and a registration for each one, does a player need to complete a new registration form with AYSO for each season?
Does the Region pay the National Player Fee for each season?2014
No, only once a Membership Year!
Regions may “sign up” players and collect fees for each season but
once a player is registered in eAYSO in a MY, they are registered
with AYSO for the whole MY.
The National Player Fee is only paid once.
ImportantUnder NO circumstances should non-registered players or volunteers be allowed to participate in the program (either practice or play) because they are not covered by the Soccer Accident Insurance (SAI) plan. Doing so would create an unacceptable exposure to liability lawsuits.
2014 26
Did you know…
All players and volunteers must be properly registered in eAYSO
in order for SAI claims to be processed.
AYSO and the Region may become liable for any claims
made by a non-registered player or volunteer.
AYSO National Rules & Regulations identify
standard playing divisions.
2014 27
• Jamboree• U6• U8• U10
• U12• U14• U16• U19• VIP
Age Determination A player’s age as of July 31st
each year (the day before the membership year BEGINS) is used to determine placement in the proper age division for that year.
2014 28
Age on July 31st Birthday on or After August 1st
9 years old – U1010 year old – U12
10 years old – U10
What is the minimum age to play AYSO?
2014
Minimum Age• Regions that secure the
approval of the Area and Section Director may register 4 year olds as long as they are 4 at the time they first participate in any activity.
• For all other ages, the July 31 age determination date will determine their placement in age divisions.
2014 30
How many of you participate in this
program?
Proof of Age• Regions should require a parent
to present a birth certificate (or other government issued document with date of birth) upon initial registration with the Region.
• Proper age is necessary for Balanced Teams.2014 31
A photo ID is required for volunteers
What is contained in a Registration Kit?
2014
Registration
Registration Kit Reminder – Registration Kit is now partially subsidized.
See www.ayso.org under Region Boards/Registrar/Forms and Documents for
pricing2014 33
The Kit contains:
• Recruitment brochures• Sign up posters• A Parent’s Pocket Guide to AYSO• AYSO’s Safe Haven brochure• Soccer Accident Insurance
brochures2014 34
Only the Regional Commissioner or the Registrar of record in
eAYSO can order registration kits/forms
2014
Registration FeesDid you know…
2014
• The National Player Registration Fee is approved by vote of the Executive Membership at NAGM.
• National fees pay for the cost of the nationwide program including: insurance, training (Referee, Coach and Management) and membership in USSF.
• Regions must submit this fee to National Office for each player prior to the start of the season – within 30 days of registration.
How much is the National Player Fee?
Registration FeesThings To Do…
2014 37
• Work with Regional Board to develop Region budget and calendar to determine player registration fees and registration dates.
• Consider “Early Bird” and other “discounts” on registration fees rather than a “late” registration penalty.
• Confer with Regional Board regarding what scholarship policy, if any, is in place.
Question Time
2014 38
Who can order a registration kit?1. The Registrar2. The Treasurer3. The Regional
Commissioner4. # 1 and # 34. Both the Registrar and
the Regional Commissioner, of record,
can order the kit.
Refund Policy “Words to the
Wise”• Ensure that the Regional Board has
defined and approved late registration and refund policies.
• Prominently display policies at registration.
• Be sure policies are communicated in all registration packets, mailings and websites.
• Refer to Standard Regional Guidelines and National Policy Statements for best practices.
2014 39
Some helpful hints…
2014
Pre-Registration Planning
• Determine registration dates and secure facilities at least six months in advance.
• Choose a large enough space and make sure there is ample parking.
• Order registration kits at least six weeks in advance.
2014
Registration Preparations
2014 42
• Coordinate Board Members to work on registration days and to recruit volunteers.
• Promote online registration!• Update the Application Membership
Year setting and registration messages in eAYSO.
eAYSO Setup Membership Year
2014
Registration Promotions
• Advertise registration days, online registration, “early bird” discounts, etc.
• Use eAYSO email blasts to announce registration.
• Promote online registration to save a lot of time!
• Update websites frequently.
Registration Promotions
2014
• Design a give-away!– Refrigerator magnet, button, business card, etc. – with Region name and number and contact information so that families can find help after they walk away or when coaches have not called.
Registration Contact Info
2014
Available on www.ayso.org under Registrar/Forms and Documents
After - Registration
2014 47
• All player forms must be updated in eAYSO to be registered; volunteers by the CVPA.
• Original copy of Player Registration Form sent to the National Office if there is a wet signature on the form only.
• Copy #2 given to coach (emergency medical release).
• Copy #3 Region copy until child is age 24 OR the end of the season if esignature is used. WHY?
After - Registration
48
Why must player registration forms be archived?
A minor child has from three to six years after reaching majority age to file a claim for injuries incurred as a minor, depending on the state. Forms must be kept until the player turns 24 years old!
eSignature means keeping the forms only
for the current Membership Year. Forms are stored
electronically after the MY is completed.
Checklist
2014 49
Use the Registrar
’s checklist
in the Registrar
’s manual.
A Registrar’s Manual is linked, or
on request, mailed upon
notification of a new
appointment.
Region Toolkit
Available online at: www.ayso.org
Includes flyers; banners; TV spots;
post cards; business cards
and more
2014 Registrar 51
Additional Training
See Regional Commissioner resources on:
www.ayso.org
• Registration Day – A Survival Guide
• 30 Great Volunteer Recruiting Ideas
• 30 Fantastic Volunteer Retention Ideas
• Budgeting for the Regional Board
Conclusion• Get trained and certified• Plan ahead• Ask for help• Involve the entire Regional
board• Be prepared • Follow up with after-registration
details
2014 52
Rosanne MacPhailNational Management Program Administrator
Torie TinderNational Management Program Coordinator
1-800-872-2976 ext. [email protected]